Importing Credit Card Data

14/01/2009

Credit Card Data is imported to time@work or expense@work using a Credit Card Import Profile. You can setup multiple profiles to reflect different Credit Card files that you may receive from your bank(s).

Setting Up a Credit Card Import Profile

Electronic Credit Card statements are usually available in ‘flat file’ formats, where each line in the file represents a single credit card transaction and carries within it all the information necessary to determine the Employee who has carried out the transaction, and all information about the transaction.

These files are available in Excel or character format (fixed or delimited).

time@work or expense@work Credit Card Import Profiles are similar to Data Import Profiles in that they:

1. Define the file from which data are to be imported.

2. Define the fields/columns within the file.

3. Map these fields/columns to field in time@work or expense@work

4. Enable transformation or value substitution for fields/columns.

5. Carry out validation and conditional import

Credit Card Import Profiles differ in that they also:

1. Specify the Credit Card Type to which the import file belongs.

2. Specify the Expense Form Type into which data is to be imported.

3. Specify the field containing the credit card number (this is used to determine the Employee).

4. Specify which field contains a unique reference field (this is used to prevent double import of data)

Defining The Import File

First define the import file.

You must specify which field contains the credit card number. This field is used to determine the Employee to whom the expense form will belong.

You must also map the unique reference in the import file to the Activity Analysis field you have defined to hold this reference field in time@work or expense@work

You must then map the remaining fields (and not the unique reference field and not the Credit Card Number field) to other fields and calculations in the target Expense Form Type.

You can then import the credit card statement.

Points To Note:

The first time you run the import profile we always recommend that you choose the “Validate File” option. This will check the contents of the file but not carry out the import.

Once you are happy that the import profile is setup correctly we recommend you use the “Post Valid File” setting. This means that the import will only proceed if every entry in the import file is correct.

Using the “Post Valid Records” option means that valid lines are imported. For Credit Card imports we do not recommend this setting as it means that any invalid records will need to be imported again separately.

During import the program will email each Employee for whom an Expense Form “In Progress” (ie their credit card statement) is being created.